Home Portfolio Off-Market Buyer Portal

A Private Off-Market Buyer Portal for Hayden Roulston

Hayden Roulston sells off-market property across Christchurch, homes that never touch Trade Me or the public portals. The problem was never finding buyers; it was running the list. Every off-market listing was kept alive by hand in a Google Sheet, buyers had no way to register interest in a specific property, and enquiries arrived as a scatter of calls, texts and emails that nobody could track. We built a full, branded, sign-in-only buyer portal that replaced the sheet entirely, and shipped it inside a week. Vetted prospects log in, browse the off-market catalogue, and request a private viewing on the exact property they want, with every enquiry landing in one CRM-style list Hayden controls. It has handed back around 3 hours of admin every week and turned a manual spreadsheet into a private, trackable deal pipeline.

This build is part of our real estate AI work for New Zealand agents, alongside open home follow-up, appraisal callbacks and missed-call recovery.

The Hayden Roulston off-market buyer portal, a branded sign-in-only property catalogue

Project Information

Category :

Custom Software & Workflow Automation
Client :

Hayden Roulston
Service :

Off-Market Buyer Portal & Enquiry CRM
Status :

Live since 2025
Location :

Christchurch, New Zealand

Project Challenges

Off-market selling lives or dies on the buyer list, and the whole thing was being held together manually. Listings were maintained by hand, enquiries had nowhere to go, and there was no single view of who wanted what. It was slow, it leaked leads, and it depended entirely on one person keeping a spreadsheet up to date.

A Spreadsheet Run by Hand – hours every week went into populating and maintaining off-market listings in a Google Sheet, one property at a time.
Property Details Typed From Scratch – bedrooms, bathrooms, parking, RV and the property write-up were all entered manually for every new listing.
No Way to Enquire on a Property – buyers could see a listing but had no simple way to register interest in a specific off-market property.
Leads Lost in the Noise – enquiries came in as scattered calls, texts and emails, with nothing tying a lead back to the property they cared about, and no reliable way to follow up.
No Single Source of Truth – there was no at-a-glance view of who was interested, in what, and when, so follow-up depended on memory, and leads slipped.

Project Results

The portal went live within one week, a full, exclusive-access client portal, not a stopgap. Listings are now managed in a purpose-built admin panel instead of a spreadsheet, and every enquiry flows straight into a lead list Hayden owns.

Full off-market buyer portal delivered and live within one week
~3 hours a week of admin eliminated, roughly 13 hours a month, over 150 hours a year
Automated property setup, bedrooms, bathrooms, parking, RV and other details populated automatically instead of typed by hand
Generative property overviews, the "Property Insights" write-up drafted automatically for each listing, ready to review and publish
Every enquiry tracked, each one tied to a specific property in one CRM-style list, so leads get prompt follow-up and none go cold
A branded, sign-in-only portal that makes the off-market offer genuinely exclusive

Buyer enquiries tracked against each property in the portal admin panel

Project Summary

The portal replaces the Google Sheet with a proper off-market catalogue. Adding a listing no longer means retyping every field. The property details, bedrooms, bathrooms, parking, RV and more, are populated automatically, and the "Property Insights" overview is drafted for Hayden by a generative writing step, ready to review rather than write from a blank page. What used to be a slow manual build for every property is now a few minutes of review.

On the buyer side, vetted prospects sign in, browse listings with full property insights, and when something fits, hit Request Private Viewing on that exact property. The enquiry lands instantly in the admin panel as a tracked lead, with the buyer's name, email and phone already attached to the right property. That tracking is where the real day-to-day value sits: instead of enquiries scattered across texts, calls and inboxes, Hayden sees every interested buyer in one ordered list and can follow up promptly while the interest is hot. No lead sits unanswered, nothing gets forgotten, and every enquiry is matched to the property it belongs to. The result is around 3 hours a week of admin gone, a listing process that runs itself, and an off-market pipeline that is finally exclusive, organised and impossible to lose leads from.

Hear it from Hayden

Hayden Roulston

Hayden Roulston Real Estate, Christchurch

Still running part of your business out of a spreadsheet? We build custom portals and workflow automation that replace the manual admin. We will run a free audit and show you exactly where yours is leaking time.